How to Share Email Templates with Your Team

Sharing email templates lets your whole team use proven, on-brand messages without recreating them individually. This guide covers how to share templates and how team members access them.

Before You Begin

• Only the creator of a template can share it.
• Team members must have the Share with the Team permission to share their templates.

Watch & Learn

🎥 Video: How to Share Email Templates with Your Team

Step-by-Step Instructions

Step 1: Open Email Templates

Go to Settings and select Email Templates.

Step 2: Enable Sharing on a Template

Find the template you want to share. In the Share column, click the grey share icon next to that template. The icon turns black/solid, confirming sharing is active.

Repeat for any additional templates you want to share.

Step 3: Notify Your Team

The system does not automatically notify team members when you share templates. Tell them directly which templates are available and where to find them.

How Team Members Access Shared Templates

Team members do not automatically receive shared templates — they must download them:

1. Go to Settings > Email Templates
2. Click Add Email Template
3. Use the Filter dropdown to select View All Team Shared Templates
4. Click a template to preview it
5. Rename the template (optional)
6. Click Create & Start Editing

Once downloaded, each team member has their own independent copy. Changes you make to the original do not update copies they have already downloaded. If you significantly update a shared template, notify your team so they can download the new version and delete their old copy.

Unsharing a Template

Click the black share icon to turn it grey again. The template is removed from the Samples library immediately. Team members who already downloaded it keep their copies.

Questions and Answers

Q: If I update a shared template, do team members' copies update automatically?

A: No. They have independent copies. Notify them to download the updated version and delete their old copy.

Q: Can team members edit the templates they download?

A: Yes. They can edit their own copies freely. Their changes do not affect your original.

Q: Can I share templates with only specific team members?

A: No. Shared templates are visible to all team members who share your database. There is no selective sharing.

Q: What happens to shared templates if I delete them?

A: The template is removed from the Samples library immediately. Team members who already downloaded it keep their copies.

Guide Type: How-To Guide

Estimated Time: 10 minutes

Video Transcript

Let’s talk about sharing templates with other team members. When I say templates, I’m talking about Email and Letter Templates.

We’ll look at how email templates are shared, but the same steps are used when sharing letter templates.

Right now we are logged in as the Account Owner.

Go to settings, and then email templates.

Here is my list of email templates and I have decided to share the ‘Happy Birthday Template’ and the ‘Happy Holidays Template’.

For each template you will see a column titled ‘share’.

Click the share icon.

You’ll see that the icon turns from grey to black. That means you have successfully shared the template with the other members of your team.

Now let’s go look at what the team members will see.

I am logged in as Kyle Reynolds, this is what Kyle see’s when he’s logged into the system.

I’ll go to Settings, and click on templates.

You see that Kyle has his own Templates here, but let’s say he wants to use templates that the Account Owner shared with him.

He’ll click on the “samples” button, and then scroll down to the section titled “shared team templates”.

He’ll grab the ‘Happy Birthday template’, and then he’ll grab the ‘Happy Holidays template’. 

Now both are available for Kyle to use when he creates his emails.

With the proper permissions, anyone on the team can share their templates.

Keep in mind that any team member can see Shared Templates even though they may not be able to share their own templates.

And don’t forget, even when a template is shared, you still have to go into the ‘Samples’ library and download it from there.